Graduate Advising
The mission of Chemistry and Biochemistry Student Affairs is to facilitate CBC faculty, graduate, and undergraduate students in understanding and navigating UCSD administrative processes in order to achieve success in their research, educational, and professional endeavors, and to prepare students to become engaged and constructive members of a diverse, dynamic, and global society.
UCSD/CBC Deadlines, CBC Student Affairs Office hours, CBC events and UCSD holidays:
Petitions
The department uses a variety of portals to process petitions, depending on your case, please submit a petition that is the most appropriate to you.
- Intranet: Submit department-level petitions, including Exam Extension, Course Waivers, Thesis Agreements, and others.
- Student Portal: Submit Leave of Absence, Half-time Study, and other requests. Access academic and financial support letters from the Dean of Graduate Education and Postdoctoral Affairs.
- Enrollment Authorization System (EASy): is used to streamline the process of requesting enrollment authorization. Submitting an EASy request does not guarantee that you will be allowed to enroll in the course. You may need to submit an EASy request in these cases:
- Prerequisite clearance
- Requesting to enroll in a class for which you have not met the prerequisite.
- Class Level
- Late adding classes (after week 2)
- Prerequisite clearance
Exceptions
- Requests to drop individual classes after week 6 will be considered if you were unable to drop by the deadline due to significant circumstances outside your control (WebReg down, hospitalization, family emergency). These petitions need to be approved by the instructor and the department. This drop would be granted with a grade of W.
- Requests to withdraw from all of your classes after week 6 will be considered when students have issues that prevented them from dropping, had serious health or personal issues that arose during the quarter preventing successful completion of the quarter and you were unable to get a grade of incomplete. These drops would be granted with a grade of W.
- Request to drop courses after week 4 without a grade of W are almost always denied unless you request as soon as possible and you were unable to drop by the deadline due to significant circumstances outside your control (WebReg down, hospitalization, family emergency).
- Requests to change grading option either from pass/no pass to letter grade or from letter grade to pass/no pass, are almost always denied unless you were unable to change by the deadline due to significant circumstances outside your control (WebReg down, hospitalization, family emergency).
Holds
Holds are placed on your account by different offices. Each hold lists a start date, notes on what the hold prevents you from doing, and information on who to contact to remove the hold. Some common holds, what they prevent, and how to remove them are listed below.
| Code | The hold means | Prevents | How to Remove |
| AIPD | A hold has been placed by the Academic Integrity Office | Adding dropping, graduating. | Contact the AI office |
| AIRQ | You have not completed a requirement of your Academic Integrity sanctions. | Adding, dropping, registration. | Contact the AI office |
| AISD | A hold has been placed by the Academic Integrity Office. | Adding, dropping, registration. | Contact the AI office |
| AISE | A hold has been placed by the Academic Integrity Office. | Adding, dropping, registration. | Contact the AI office |
| BURF | You owe money. | Adding, dropping, registration. | Must pay fees. Contact Student Financial Services. |
| BURS | A hold has been placed by Student Financial Solutions. | Adding, dropping, financial aid, housing, registration, transcripts, paying bills. | Contact Student Financial Services. |
| H3DN | Housing 3-Day Notice to Pay | Adding, dropping, registration. | Contact HDH. |
| HOUS | Housing Account Problem | Bill payment | Contact HDH. |
| HSAD | Housing terminated/Administrative | Housing | Contact HDH. |
| HSED | Housing Account Problem | Bill payment | Contact HDH. |
| HSNO | Outstanding Housing Balance | Adding, dropping, registration. | Contact HDH. |
| IMS1 | Immunization non-compliance (COVID 19) | Adding, dropping, registration. | Fulfill Health Requirements. Questions? Go to MyChart and Ask a Nurse. |
| IMSR | Immunization non-compliance | Adding, dropping, registration. | Fulfill Health Requirements. Questions? Go to MyChart and Ask a Nurse. |
| INTG | You have not finished the required Academic Integrity Tutorial | Adding, dropping, registration. | Complete Academic Integrity Tutorial on Canvas. Non-technical questions or concerns, contact integrity@ucsd.edu. |
| MDET | This hold is for a past due balance on your account. | Bill payment | Visit TritonPayto view and pay balance. You cannot receive financial aid/fee waivers until you resolve outstanding debt. Questions? Contact Student Financial Solutions. |
| MINM | You have not completed at least 36 units per year for two consecutive years. | Adding, dropping, registration. | Contact Student Affairs. |
| MNRM | You have been academically disqualified. | Adding, dropping registration. | Must be approved for readmission after Disqualification. |
| NSC | You must confirm your social security number or ITIN. | Office of the Registrar requires confirmation of your Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN) for reporting purposes. Contact Academic Records . | |
| OSC | A hold has been placed by the Office of Student Conduct. | Adding, dropping, graduating, registration,, billl payment, or ordering transcripts. | Contact Center for Student Accountability, Growth, and Education regarding hold. |
| OSCT | A hold has been placed by the Office of Student Conduct. | Ordering transcripts | Contact Center for Student Accountability, Growth, and Education regarding hold. |
| QTR | You are reaching the limit of quarters of enrollment. | Adding, dropping, registration. | Submit academic completion plan in accordance with Quarter Limit Policy. |
| REGF | Re-enrollment fees outstanding | Adding, dropping, registration. | Registration fees outstanding for current quarter. Hold will be lifted once fees are paid in full. Contact Office of the Registrar (858) 534-3150. |
| RESC | Residency - immigration documents required | Adding, dropping, registration, bill payment | Contact the Residency Deputy regarding Immigration and Naturalization Service documents. |
| RESD | Residency - immigration documents required | Adding, dropping, registration, bill payment | Contact the Residency Deputy regarding Immigration and Naturalization Service documents. |
| RESS | Statement of Legal Residency Required | Adding, dropping, registration, bill payment | Contact the Residency Deputy regarding Immigration and Naturalization Service documents. |
| TBSR | TB Screening Required | Adding, dropping, registration. | TB screening is required. Go to https:/ /studenthealth.ucsd.edu/resources/health-requirements/index.html for more information. |
| TRIP | You missed a TRIP payment | Adding, dropping, registration, housing | Contact Student Financial Services. |
| UNCA | Admissions has canceled your admission. | Everything. | Contact Admissions, (858) 534-4831 or in person for information. |
| UNMD | Admissions says you are missing documents | Adding, dropping, registration. | Contact Admissions , (858) 534-4831 or in person for information. |
Policy and Procedure Links
Withdrawal or Leave of Absence
Students access the online form and may submit a leave of absence or withdrawal request through the Division of Graduate Education and Postdoctoral Affairs' (GEPA) Student Portal.
- Leave of Absence is for students who discontinue graduate study with the intention of resuming during a later quarter.
- Withdrawing is for students leaving the University and not planning to return. A withdrawn student may return only to defend and submit thesis.
- You should talk to an advisor before you withdraw or go on a Leave of Absence to go over impacts.
- Refunds for withdrawals follow the schedule of refunds, which is based on calendar days into the quarter, which may have a financial impact on you, too.
| Schedule of Refunds | |||||
|---|---|---|---|---|---|
| Number of days into quarter | 0-1 days | 2-7 days | 8-18 days | 19-35 days | 36 days and over |
| Percent of Registration Fees refund | 100% | 90% | 50% | 25% | 0% |
| Percent of UC SHIP refund | 100% | 0% | 0% | 0% | 0% |
Auditing Courses
"Auditing" means sitting in on a class without enrolling in it.
- You may audit any class with the consent of the course instructor. Some instructors may not allow students to audit classes depending on the size of the class, the type of instruction, liability issues, workload, or because of academic integrity concerns.
- Instructors may allow you to sit in on a class but still deny you access to Canvas.
- Since you are not enrolled, you will not submit work to be graded or evaluated. However, since you are still part of the campus community, you are held to the same standards of conduct as enrolled students.
- Since you are not enrolled and are not turning in assignments, there is no official record when you audit a class.